resume writing basics - public library of cincinnati and ...the different parts of a resume...

Resume Writing Basics

TechCenter - The Public Library of Cincinnati & Hamilton County www.cincinnatilibrary.org

INTRODUCTION

Having a quality resume is one of the most important parts of the job search process. Your resume is basically an advertisement for yourself – your skills, your proficiencies, and what you can offer to a job. A good resume can give you an advantage over other job seekers as well – and in today’s super competitive job market any advantage is important. This class will cover:

The different parts of a resume

Different resume formats

Cover letters

Do’s and Don’ts of Resumes Before we go any further, one other important aspect of doing an online job search is having an active email address. If you have an email address but can’t access it – sign up for a new one. There is no rule saying you can’t have more than one email account.

SECTION I: PARTS OF A RESUME So what makes a good resume? Every resume should have four basic parts: contact information, objective, work history, and education. Good resumes will also include sections like skills or qualifications and also references. We will take a look at some good (and bad) resumes in just a minute, but first let’s cover what a good resume should include:

Contact Information. The most basic part of the resume, your contact information gives your prospective employer a way to get in touch with you and offer you a job (or at least an interview). The contact information section of your resume should be at the very top of the page – the first thing someone sees when looking at your resume. It’s generally a good idea to make it stand out in some way – perhaps make the font a little larger or bold. Make sure all of the information is accurate and up to date (sometimes we move or change phone numbers and forget to update our resume to reflect the changes). Below are the things every contact section should include:

o Your name o Home address (including city and state) o Phone number (home and cell, if applicable – don’t forget the area code) o Email address

Objective/Summary Statement. After your contact information, you should have a small section called either “Objective” or “Summary Statement” or something similar. This is where you state what job you are applying for or hoping to obtain. A good objective is usually only a sentence or two long. Perhaps the most important thing about an objective is that it should be customized for each job you apply for. An objective that includes “Looking to be a customer service representative” may make sense to you when you are apply for dozens of different customer service representative positions, but customizing the wording just a little bit more to something like “Looking to be a customer service representative with ABC International” will look a lot better when you apply with ABC International. “Attention to detail” is a bullet point on almost every job description – by taking the extra few seconds to customize your objective for each position, you are showing the company that you are interested in them – not just whatever happens to come along.



Work History. Start with your most recent job. Each listing should include:

o Employer name o Location (City and state for sure, address is

not always necessary) o Date range of employment (specific dates

are great, but at least months and years) o Your job title o Your primary & secondary functions

performed (for example: scheduling other employees and customer service)

Education: Start with your most recent. For each listing you should include: o The school/institution name (example: Western Hills High School or University of Cincinnati) o Years attended (example: 1994-1998) o Degree obtained (example: high school diploma or Bachelors in Marketing) o Programs completed or certifications earned

Skills: Personalize this to the job you are applying for. For example, if it’s a tech heavy job mention Microsoft Office, social networking, or other internet capabilities. The skills should be short blurbs, no more than four or five words typically, that quickly describe what you bring to the table. Again, the key is to include things relevant to the particular job you are applying for.

References. There are two schools of thought on including references. Some people say that including references is pointless, because they only come into play if they are already in the process of considering you for the job – at which point the company may contact you and ask for references. Others say it is best to include references on every resume just in case. Most HR professionals agree though, don’t bother saying “References available upon request.” Either list former or current co-workers (preferably supervisors) who can vouch for the type of employee you are or simply skip the references area all together.

Certifications/Additional Training/Licenses (optional): Another popular section to consider including on your resume would be a listing of any additional certifications or special training or licenses that you might have that are relevant to a job. If you are applying for a job as a mechanic you should include that you have a certification through Ford or Chevrolet, for example.

Of Note/Additional Information (optional): Another increasingly popular thing to include on a resume is a section highlighting any special awards, committees, interests, or community involvement that you might have experience with. While these points may or may not be directly related to the job you are applying for, they give the perspective employer a glimpse into your character – which is an increasingly important part of job seeking.



SECTION II: TYPES OF RESUMES There are several basic types of resumes used to apply for job openings. Depending on your personal circumstances, choose a chronological, a functional, a combination, or a targeted resume.

Chronological Resumes A chronological resume starts by listing your work history, with the most recent position listed first. Your jobs are listed in reverse chronological order with your current or most recent job first. Employers typically prefer this type of resume because it's easy to see what jobs you have held and when you have worked at them.

Functional Resumes A functional resume focuses on your skills and experience, rather than on your chronological work history. It is used most often by people who are changing careers or who have gaps in their employment history.

Combination Resumes A combination resume lists your skills and experience first. Your employment history is listed next. With this type of resume you can highlight the skills you have that are relevant to the job you are applying for, and also provide the chronological work history that employers prefer.

Targeted Resumes A targeted resume is a resume that is customized so that it specifically highlights the experience and skills you have that are relevant to the job you are applying for. It definitely takes more work to write a targeted resume than to just click to apply with your existing resume. However, it's well worth the effort, especially when applying for jobs that are a perfect match for your qualifications and experience. You can put together a resume many ways. All library computers have Microsoft Word installed on them, which includes premade templates that allow you to “fill in the blanks” and create a formatted resume quite easily. You can also start off with a blank document and build your own resume as you see fit. Ask a staff member about Career Transitions, a tool available through the library’s website that allows you to build a resume online. Tip: Be careful of “free” online resume building services. Many sites will allow you to create a resume for free but will charge you to download it or print it. Before you send off your resume (or print it) be sure to double check your spelling & grammar.

Once you have your resume together, save it to your email address, a flash drive, or a CD. Staff can always help you with this if you have questions. Now let’s look at an example of a bad resume:



John Doe 123 Main Street Cincinnati, OH 45202 555-5555 [email protected] Objective I want a good job and make a lot of money!

Experience 1996–1999 Dewey, Cheetum, & Howe Cincinnati, OH District Sales Manager • Increased regional sales. • Insert accomplishments here • Made training course for new recruits — speeding profitability. 1992–1996 Jim Shoes Inc. Cincinnati, OH National Sales Manager • Increased sales from $50 million to $100 million. • Doubled sales per representative. • Suggested new products. 1999-2013 Acme Gadgets & Traps Cincinnati, OH Sales Representative • Expanded territorial sales by 400%. • Received company’s highest sales award four years in a row. • Developed a training course.

Education 1988-1992 University of Cin. Cincinnati, OH B.A., Business Administration and Computer Science. INTERESTS Running, gardening, carpentry, computers, going to clubs, playing the flute. Tips I am a hardworking, fast learning, individual who will get the job done. I am a team player! References Upon request.



SECTION III: WHAT IS WRONG WITH THIS RESUME? The example resume on the previous page has several things wrong with it. Let’s take a look at some of the obvious issues:

The contact information does not stand out enough. John’s name isn’t something that jumps out at you right away – he needs to increase the font size. He also forgot to include the area code for his telephone number – something is especially important in dealing with companies based out of the area. One last thing – it’s a good idea to have a professional sounding email address (ex: [email protected]) when applying for jobs.

The objective will probably get his resume thrown in the circular file immediately. The company he is applying with may want to make money, they may even want John to make money, but his objective (while brutally honest) is not what you want to put on a resume.

The experience section is generally on the right track, but there are problems here too. First, he does not have his jobs listed in chronological order (newest to oldest). Secondly, it looks like he may have been using a premade template or layout, because he forgot to change his second bullet point under the first job he has listed. Some of the bullet points he listed need to be expanded on – for example, under the second job, what new products did he suggest? On job three, what training course did he develop?

The education section is again almost perfect, but he made a big resume no-no when he abbreviated the name of his school. It’s always better to type out the entire word (Cincinnati is much better than Cin. Or Cinti, or Cincy).

John decided to include an interests section – but he probably shouldn’t mention going to clubs. Keep it relevant to the things that would shed a positive light on you.

What in the world is a tips section? John thinks he is adding to the quality of his resume here, but in reality he is making himself look foolish. There is really no reason to ever have an explanation point on anything on your resume.

Finally he made the key mistake with the References section. Either include references or don’t even mention them.

There are some other basic formatting issues with the resume as well. It’s important to be consistent throughout the resume – keeping fonts the same, headings the same size and color, etc. John appears to be all over the board with this resume, switching fonts and letter sizes frequently and for no reason. He also needs to space out his information more - it looks pretty crammed together. Take a look at the next page to see the same basic resume with some minor edits – and notice the huge difference!

mailto:[email protected]



John Doe 123 Main Street Cincinnati, OH 45202

(513) 555-1111 (home) (513) 555-5555 (cell) [email protected]

Objective Interested in a bank management training program. Long-term goal is to advance to position of bank officer.

Experience 1992–1996 Jim Shoes Inc. Cincinnati, OH National Sales Manager • Increased sales from $50 million to $100 million • Doubled sales per representative • Suggested new products including gel inserts and automatic shoelaces 1996–1999 Dewey, Cheetum, & Howe Cincinnati, OH District Sales Manager • Increased regional sales • Tripled profitability and revenue six quarters in a row • Made training course for new recruits — speeding profitability 1999-2013 Acme Gadgets & Traps Cincinnati, OH Sales Representative • Expanded territorial sales by 400% • Received company’s highest sales award four years in a row • Developed a training course on safe dropping and anvil management for beginners

Education 1988-1992 University of Cincinnati Cincinnati, OH B.A., Business Administration and Computer Science.

Interests Running, gardening, carpentry, computers, traveling, playing the flute.

Skills

Hardworking

Fast learner

Team player

Proven project management skills

References Wile E. Coyote (client) 513-555-1234 Jim Shoe (supervisor) 513-555-9876 Irwin R. Shyster (manager) 513-555-0000



SECTION IV: COVER LETTERS A cover letter is an optional document that introduces you and accompanies your resume. It is what a hiring manager will see first. Every cover letter you write should be customized for the position you are applying for. Specifically relate your qualifications for the job to those listed in the job posting. Also, include keywords relevant to the position you're applying for because most large companies use computerized applicant tracking systems to review job applications and if you include the right keywords, your cover letter and resume will have a better chance of being selected. Your cover letter doesn't have to be long. A one page letter with two or three paragraphs is appropriate for most cover letters. Below is a sample cover letter:

John Doe (Date) 123 Main St. Cincinnati, OH 45202 Dear Mr./Ms. Last Name:

I am interested in the Coordinator position advertised on XYZ. My resume is enclosed for your review. Given my related experience and excellent capabilities I would appreciate your consideration for this job opening. My skills are an ideal match for this position.

Your Requirements:

Responsible for evening operations in Student Center and other facilities, including managing registration, solving customer problems, dealing with risk management and emergencies, enforcement of department policies.

Assists with hiring, training, and management of staff. Coordinate statistics and inventory.

Experience in the supervision of student staff and strong interpersonal skills are also preferred.

Valid Minnesota driver's license with good driving record. Ability to travel to different sites required.

Experience in collegiate programming and management. My Qualifications:

Register students for courses, design and manage program software, solve customer problems, enforce department policies, and serve as a contact for students, faculty, and staff.

Hiring, training, scheduling and management of staff, managing supply inventory, and ordering.

Minnesota driver's license with NTSA defensive driving certification.

Extensive experience in collegiate programming and management.

Excellent interpersonal and communication skills. I appreciate your taking the time to review my credentials and experience. Again, thank you for your consideration. Sincerely, Your Signature (for mailed letter) John Doe

http://jobsearch.about.com/od/coverlettertips/qt/customcover.htm

http://jobsearch.about.com/od/coverlettertips/qt/cover-letter-keywords.htm

http://jobsearch.about.com/od/jobsearchglossary/g/applicant-tracking-systems.htm



SECTION V: RESUME DO’S & DON’TS

SECTION VI: OTHER RESUME WRITING RESOURCES When you are finally ready to write your resume, there are two great resources available at all Public Library locations. All computers at the Library have Microsoft Word installed on them, which has a ton of premade templates for a variety of projects – including resumes – already built in. You can access these templates by opening Word, going to the File menu, selecting New, and then selecting Resumes. These premade templates allow you to basically “fill in the blanks” as the formatting is already done; you just need to provide your information. Another great resource that is available both at the Library and from home is the Career Transitions tool on the Library’s website (www.cincinnatilibrary.org). Career Transitions allows you to build a cover letter and resume step by step. You can access Career Transitions by going to the Library’s website, selecting “research & homework,” “research databases,” “careers,” and finally Career Transitions.

DO

Spell check and proofread your resume before you

send it.

Double check your

information and make sure it’s in the right

format, for example

MM/DD/YYYY or (###)-###-

####

Stick to simple fonts and designs,

keep your information brief and to

the point (no long

paragraphs!)

Read the job description

thoroughly – pay, hours,

shifts, may be clearly

defined, so if you are

unable to deal with the requirements,

you are wasting your time as well

as the human resources

departments’

Be honest about education

history, work dates, job titles

and responsibilities

DON’T

Make spelling errors, typos, or use poor grammar.

Guess about dates, phone numbers, etc.

Try to be too fancy or cram

too much information

into your resume

Apply to a position you

aren’t qualified for,

aren’t interested in, or are unable

to work at

Lie, exaggerate, or provide

completely false information

http://www.cincinnatilibrary.org/



SECTION VII: ADDITIONAL RESOURCES Classes The TechCenter at the Main Branch of the Public Library of Cincinnati & Hamilton County hosts over two dozen technology related classes each month. Ask your instructor today for a calendar of upcoming events or visit our website at http://www.cincinnatilibrary.org/programs for a complete list of all Library events. If you are liked our Resume Writing Basics class, you may also find these related classes of interest:

Online Job Search Basics Word Processing for Beginners, Part I

Feel free to ask for a copy of any class handout at the Technology Center desk or talk to your instructor today.

Online The Public Library of Cincinnati & Hamilton County offers a variety of databases to all card holders which provide excellent learning opportunities on a variety of topics, including computers and technology. Learning Express Library offers a wide variety of interactive computer classes (Complete Microsoft Office Suite, Adobe CC, Windows, and Mac OSX). Videos and screencasts make learning easy while quizzes help assess your progress. Free with your library card. From http://www.cincinnatilibrary.org, click on Research & Homework > Research Databases > Education > Learning Express Library. Universal Class offers more than 500 classes on many topics. These classes are instructed by real teachers who guide your learning and provide feedback on your work. Learn about Microsoft Office, Web Design, Computer Basics, Business Applications, and more! Free with your library card. From http://www.cincinnatilibrary.org, click on Research & Homework > Research Databases >Education > Universal Class.

http://www.cincinnatilibrary.org/programs



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